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HomeMy WebLinkAbout5B, 2013 Tree Removal Services �-A DEN HILLS Request for Council Action 5B Prepared By: Michelle Olson, Parks and Recreation Manager Council Meeting Date: November 13,2012 2013 Tree Removal Services Budgeted Amount: Actual Amount: Funding Source: $32,000 annual TBD General Fund— Park Maintenance Recommendation: Motion to award the 2013 Tree Removal Services to Precision Landscape and Tree at the attached rate schedule. Supporting Documents: 1. Memorandum from Michelle Olson dated November 13, 2012 2. Attachment A: 2012 Tree Removal Contract 3. Attachment B: Proposed 2013 Tree Removal Rate Schedule 4. Attachment C: Email Confirmation from Precision Landscape and Tree I EN HILLS MEMORANDUM DATE: November 13, 2012 TO: Honorable Mayor and City Council Members Patrick Klaers, City Administrator FROM: Michelle Olson, Parks and Recreation Manager 7W SUBJECT: 2013 Tree Removal Services Background In January of 2010, quotes were solicited for the City tree removal services. Four companies submitted quotes. Precision Landscape and Tree, located in Little Canada submitted the lowest overall quote. Within the 2010 agreement, it stated if the City is satisfied with the performance of the contractor, the agreement may be extended to future calendar years with no more than a 3 percent increase in the proposed costs each year. Precision agreed to extend the contract with no increase for 2011. In 2012, the City approved an extension of the contract with a three percent increase. Precision is interested in extending the contract through 2013 with a 3 percent increase. Insurance, fuel, maintenance costs and wages have all gone up since the contract was originally bid. The City continues to be very satisfied with the service we receive from Precision Landscape and Tree. Included in the contract price is providing a certified arborist to meet on site for all potential tree services. This was something lacking in previous years with other tree vendors who were awarded the City contract. This will be crucial moving forward now that Emerald Ash Borer has been discovered in nearby Shoreview and St. Paul. Staff recommends extending the agreement through 2013. The 2012 tree contract (Attachment A), proposed 2013 rate schedule (Attachment B) and confirmation email from Precision Landscape and Tree (Attachment C) are included for Council review. Budget The 2013 Tree Removal Budget was set at$32,000. Requested Action Motion to award the 2013 Tree Removal Services to Precision Landscape and Tree at the attached rate schedule. City of Arden Hills City Council Meeting-November 13, 2012 IWetro-inet.uslardenhillslPR&PWIParkslMemoslCouncil Memos111132012 Tree Removal Services 2013.doc Attachment A : 2012 Tree Contract including Rate Schedule lt EN HILLS TREE REMOVAL SERVICES AGREEMENT 1. In accordance with Arden Hills City Code Chapter 7 (Section 710.12), homeowners are given an opportunity to remove diseased trees from their property. Trees remaining can be assigned to the contractor for removal. Thereafter,the contractor agrees to remove all trees on a given list within 20 days after notification. All accessible stumps must be removed and properly backfilled within 30 days of the notification date. 2. The contractor could be called upon at short notice to remove non-diseased storm - damaged, "nuisance" or hazardous trees at the agreement price from both public and private property. 3. All contractors doing work in the City of Arden Hills must be in possession of a current contractor's license(available at City Hall). 4. The City of Arden Hills expects its contractors to conduct themselves with respect and proper behavior regarding all interactions with residents, other contractors and City employees. 5. The successful Contractor may be required to perform emergency work, with twenty four hour, seven day week availability. Emergency telephone number(s) will be required. A telephone answering service will not be acceptable. Upon Notification,the Contractor shall report to the designated site within two hours. 6. It is understood that all prices listed on the proposal form should be firm for the period of January 1,2012 thru December 31,2012. If the City is satisfied with the performance of the contractor,the agreement may be extended to future calendar years with no more than a 3%increase in the proposed costs each year. 7. Acceptance of this agreement must be accompanied by a certificate of insurance evidencing that the Contractor's equipment and employees are covered by liability and property damage insurance and should be kept current throughout the duration of the agreement. If insurance is canceled or expired and not renewed during the agreement period,the contractor must notify the City of Arden Hills. 8. By signing this agreement, the Contractor certifies to the City that they, their operators and equipment are in complete compliance with all applicable state and federal D.O.T. requirements and regulations. All work crews assigned to work in the City are required to have at a minimum one ISA Certified Arborist on the crew. It is preferred that the successful contractor also be Accredited by the Tree Care Industry Association. Page 1 of 5 TECHNICAL SPECIFICATIONS 1. Disposal of Trees All logs and branches shall be removed from the property on which they are cut and disposed of by the Contractor in accordance with the rules and regulations of the Minnesota Department of Agriculture. Logs or brush stored safely on site must be removed the following day. No material shall ever be stored in the street or at a location that might impair safety of driving or walking. 2. Chipping a. City streets may be used for the Contractor's chipping operation. The Contractor will be required to clean-up the street and boulevard after the chipping operation. b. Chips may be deposited upon a pre-selected site in the City providing the Contractor has permission from the City specifying the dumping site and the amount allowed. 3. Stump Removal a. All stumps and roots will be removed to a distance of not less than twelve inches (12") below established grade between the curb and sidewalk. If no sidewalk exists, grade is considered below the curb, or as determined by the Public Works Director. b. The Contractor will remove all chips and other debris caused by the stump removal operation. C. The Contractor will furnish and spread soil of a quality equal to or better than soil of abutting areas, over the areas of the removed stump and all other areas disturbed by their operation,to a level equal to or greater than the adjacent area. No brush, chips, stumps, etc., shall be used as filler in such holes. No holes are to be left open overnight. d. The Contractor will spread grass seed on all disturbed soil areas. The grass seed will be provided by the tree Contractor. e. If, in the event the Public Works Department deems it impractical and/or unnecessary to remove the stump, it may direct the Contractor to debark the stump to a point two inches (2") above ground level. Page 2 of 5 4. Tree Measurement Trees will be measured at 4 feet off ground level. Those trees forking below the 4 foot mark will be measured directly below the union and can be considered one tree. 5. Delay Penalty If the removal work is not completed within the given deadline of 20 days; 30 days for stumps, (allowing for excusable delays), a sum of$25.00 per day per list may be deducted from the payment. 6. Protection and Restoration of Property The Contractor shall not enter upon private property without having previously obtained permission from the Owner. The Contractor shall be responsible for the preservation of, and shall use every precaution to prevent damage to all trees, shrubbery, plants, lawns, fences, culverts, bridges, driveways, sidewalks, etc.; all water, sewer, gas lines; all conduits; all overhead pole lines or appurtenance thereof, and all other public or private property along or adjacent to the work. Any adjacent shrubs, trees or other growth receiving or sustaining breakage, injury or other damage during the removal project shall be given remedial or corrective treatment, and cleanup. The Contractor shall notify the proper representative of any public utility corporation and company or individual, not less than forty-eight (48) hours in advance of any work which might damage or interfere with the operation of their utilities or property along or adjacent to the work zone. Gopher State One Call telephone number 1-800-252-1166. The Contractor shall be responsible for all damages or injury to property of any character resulting from any act, omission, neglect, or misconduct in the manner or method of executing the work, or due to non-execution of the work, or at any time due to defective work or materials. The Contractor shall restore, or have restored at his/her own cost and expense, such property to a condition similar or equal to that existing before such damage or injury was done, by repairing, rebuilding, or otherwise restoring as may be directed, or shall make good such damage, or injury in a manner acceptable to the Owner and the City. The City shall be indemnified and held harmless from any suit, or expense claim brought for or on account of any damage, maintenance, removal and/or replacement or relocation of mains, conduits, pipes, poles, wires, cables or such other structures of private utility firms, or corporation, whether underground or overhead, that may be caused or required by the Contractor during the time the work is in progress. Page 3 of 5 CITY OF ARDEN HILLS TREE REMOVAL PRICING FORM 2012 I. Tree Removal (Accessible Trees) Cost per diameter* inch: $13.39 Cost per diameter inch over 35": $21.63 *Trees over 40" diameter or with unusual removal circumstances (as determined by forester),to be specially quoted. Tree and Stump Removal (Accessible Trees) Cost per diameter* inch: $15.45 Cost per diameter inch over 35": $23.69 *Trees over 40" diameter or with unusual removal circumstances (as determined by forester),to be specially quoted. Note: Some larger trees in this category may warrant cost adjustment due to excessive stump flare removal. II. Tree Removal (No Driving Access to Trees) Cost per diameter* inch: $28.84 Cost per diameter inch over 28": $39.14 *Trees over 40" diameter or with unusual removal circumstances (as determined by City Forester),to be specially quoted. Tree and Stump Removal (No Driving Access to Trees) Cost per diameter* inch: $31.93 Cost per diameter inch over 28": $43.26 *Trees over 40"diameter or with unusual removal circumstances (as determined by City Forester),to be specially quoted. Note: Some trees in this category may have extreme access or difficulty factors (structures, wires, water)that might warrant adjustment of removal cost). Page 4 of III. Excess stump removal $3.61 per diameter inch Woodpile removal $20.60 per cubic yard Brush removal $257.50 per 20 yard load Tree Pruning $185.40 per hour *Diameter as measured at 4' off ground level. PRECISION LANDSCAPE &TREE Signed t y _ Date: 12- -2- - 11 Contact Name: je nS Address: Office Phone: 6 5-1- 2-7 2 Cell Phone: �/7 - 5-733 Fax: Email: CITY OF ARDEN HILLS Signed n, - Cf/�jj' `�"h- Date: Contact Name: Nf chd(e Address: qjahk" q Office Phone: 7qZ - 78LIX Cell Phone: Fax: S'/-1a3 5137 Email: l�'��Che/�� O/sli�tl� C>• G�I"4 ,1pf7. aS Page 5 of 5 Attachment B. 0 Proposed 2013 Tree Contract Rate Schedule CITY OF ARDEN HILLS TREE REMOVAL PRICING FORM 2013 I. Tree Removal (Accessible Trees) Cost per diameter* inch: $13.79 Cost per diameter inch over 35": $22.28 *Trees over 40" diameter or with unusual removal circumstances (as determined by forester),to be specially quoted. Tree and Stump Removal (Accessible Trees) Cost per diameter* inch: $15.91 Cost per diameter inch over 35": $24.40 *Trees over 40" diameter or with unusual removal circumstances (as determined by forester), to be specially quoted. Note: Some larger trees in this category may warrant cost adjustment due to excessive stump flare removal. 11. Tree Removal (No Driving Access to Trees) Cost per diameter* inch: $29.71 Cost per diameter inch over 28": $40.31 *Trees over 40" diameter or with unusual removal circumstances (as determined by City Forester), to be specially quoted. Tree and Stump Removal (No Driving Access to Trees) Cost per diameter* inch: $32.89 Cost per diameter inch over 28": $44.56 *Trees over 40" diameter or with unusual removal circumstances (as determined by City Forester), to be specially quoted. Note: Some trees in this category may have extreme access or difficulty factors (structures, wires, water) that might warrant adjustment of removal cost). Page 4 of 5 III. Excess stump removal $3.72 per diameter inch Woodpile removal $21.22 per cubic yard Brush removal $265.23 per 20 yard load Tree Pruning $190.96 per hour *Diameter as measured at 4' off ground level. PRECISION LANDSCAPE &TREE Signed Date: Contact Name: Address: Office Phone: Cell Phone: Fax: Email: CITY OF ARDEN HILLS Signed Date: Contact Name: Address: Office Phone: Cell Phone: Fax: Email: Page 5 of 5 Attachment C.9 Confirmation email from Precision Landscape and Tree dated November 6, 2012 Tue 11/6/2012 9:02 AM Michelle, We would like to renew for next year and are requesting a 3% increase to cover our additional year-to-year expenses. Please keep me updated on what the council decides. Thanks, Jed Poster ISA Certified Arborist Precision Landscape & Tree